McHenry Times

City of Harvard Events Committee met March 16.

Here is the minutes provided by the committee:

Chairman Laura Evers called the meeting to order at 5:34 pm. Committee members present: Laura Evers, Scott Logan, Lori Moller, Derek Malinowski, Francine Sinderson, Katie Sumano and Sonia Hernandez. Raul Meza was absent. A quorum was present. Also in attendance was Mayor Kelly.

PUBLIC COMMENT

None

MINUTES - APPROVED

A motion was made by Scott Logan, seconded by Derek Malinowski to approve the Events Committee Meeting Minutes of February 16, 2021, as presented. All ayes. Motion carried.

TREASURER’S REPORT

Treasurer Logan reviewed the Treasurer’s Report. Current revenue for RWB Feastival is $10,250. Laura has commitments from Harvard State Bank and Hastings each for $500. Other sponsors with an undetermined amount are Sauk Valley Bank and Harvard Ford. Mayor Kelly suggested contacting Harvard Chevy to see if they would want to sponsor and bring out their vehicles. Lori will contact Christopher Burke Engineering and Trotter & Associates. A motion was made by Scott Logan, seconded by Lori Moller to accept the Treasurer’s Report as presented. All ayes. Motion carried.

CORRESPONDENCE

None.

RED, WHITE & BLUE FEASTIVAL, JULY 3, 2021 2 – 10 pm (Scott)

RWB Feastival Subcommittees/Reports:

Advertising/Promotion (Derek, Sonia, Katie)

• The Feastival logo has been updated to include Hartwig’s logo.

• Going forward, Brown Bear Daycare’s logo will be used on all entertainment related posts/publications. Laura suggested sending Sheila a proof for approval.

• 50-60 double sided yard signs will be ordered for the event, with a removable date for next year. Suggested language: July 3rd, Milky Way Park, Free. The yard signs would be more reusable if we don’t have logos on them.

• The event can be promoted more once all the bands are booked and an event will be created on Facebook.

• Banners for 5-points and Milky Way Park to be determined at a later date.

• 11 x 17 Posters can be printed to be distributed to be displayed in store fronts.

Cleanup (Francine)

Laura will schedule a meeting with Don Powles, Falcon Green Resources, Inc. to see if they would be interested in partnering as an in-kind sponsor, similar to their participation for the Balloon Fest.

Entertainment (Derek)

The opening band will be Southern Jack who will play from 2:30 – 4:30 pm. A deposit is not required; $1,000 paid in full day of event. He is working with the booking agent for the closing act that will lead up to the fireworks. A mariachi band will play for an hour in between the 1st & 2nd band.

Fireworks (Scott)

Scott suggested having an individual do a ceremonial “light the fuse” to start the firework display. The Committee discussed asking Vince with Hartwig to see if he would be interested. Another idea was to have a best patriotic costume contest that could be judged that day with that being the winning prize.

Mayor Kelly will ask the City Administrator if the Committee can utilize Darrell in the Parks Dept. to install the perimeter fencing for the fireworks.

Food Vendors (Lori, Laura, Katie)

Initial applications have been sent to 15 different food vendors, with two replies to date. Verbal commitments are due the end of the month.

The Committee also discussed inviting the vendor who offered bumper boat rides at the Balloon Fest. When the vendor participated in the Balloon Fest, he was looking for a not for profit organization to run the ride. Should the vendor be interested in participating in the Feastival, charges would be $75 for electric and $100 for 600 gallons of water and $50 vendor fee. If the vendor would be willing to use a Harvard local not-for-profit organization to run the activity, they would not be required to pay the $50 vendor fee.

Grounds Layout (Derek/Mayor)

Grounds layout to be determined once we know who the food vendors are. In lieu of renting balloon lights, Scott suggested that if needed, committee member vehicles can be strategically located with their headlights on to help people get out to the parking lot. Most of the food vendors will start to shut down at dusk. If needed, we could borrow Milk Day’s construction lighting for the interior of the beer tent.

A suggestion was made to encourage people to bring their own canopy tents for shade.

Beer Tent (Scott)

Scott referred to his email on beer tent pricing and indicated he would like to move forward with beer sales at $5 each or 5/$20. There is sufficient inventory of wristbands and drink tickets.

Organization Liaison (Scott/Laura)

Scott has a list of 41 organizations and will be sending out a letter in the next few days inviting them to participate in an activity throughout the day. Scott brought up an idea from Sportsmen’s Club to bring out hula-hoops and have a fishing contest for kids. If needed, a meeting for the not-for-profits can be held in the new City Council Chambers.

Porta pots/Dumpster

Mayor Kelly will arrange for porta pots and a dumpster closer to the date of the event.

Sponsorship (Laura/Lori)

At Mayor Kelly’s suggestion, Laura will contact Buck Bros. to see if they would be interested in an in kind sponsorship using one of their gators for the event.

Laura related a proposal for the Committee’s consideration whereby Feastival sponsorship would be the Committee’s sole sponsorship drive for the year and that we would generate sufficient sponsor revenue to fund all events for the remainder of the year. The Committee was in agreement that was a great idea to ask businesses to partner with the Events Committee so we wouldn’t have to be asking businesses for donations for every event.

Sponsors would be recognized at each of our events:

Spring - Mother/Son Dance

Summer - Red, White, Blue Feastival

Fall – Halloween Trunk or Treat. Raul has offered use of their lot on Johnson St. Winter - Christmas in Harvard

Budget Amendment

Laura brought up sponsor banners and felt they should not come out of advertising and should be their own expense line item. Three banners would be needed: presenting for Hartwig, stage/entertainment for Brown Bear and the lower tier sponsors. A motion was made by Lori Moller, seconded by Sonia Hernandez to add an expense line item for sponsorship banners in the amount of $400. All ayes. Motion carried.

OUTDOOR MOVIES AT THE LIBRARY

Karen would like to offer outdoor movies at the library on the 3rd Friday of the month during June, July and August. Laura and Lori will continue to work with Karen on the details. Equipment was donated by WHIW and Brown Bear. Mayor Kelly thought the radio station had their own banner that could be displayed. In addition, the joint sponsor banner would also be displayed.

NEW BUSINESS/OTHER EVENTS

As previously discussed.

EVENTS COMMITTEE CHAIRMAN’S REPORT

No additional report.

MAYOR’S REPORT

If the state hasn’t moved into Phase 5, we will need to be cognizant of social distancing and any other requirements that are in place.

UPCOMING MEETING DATE

The next regular meeting is April 20, 2021, at 5:30 pm which will be an in-person meeting to be held in the new City Council meeting room.

At 6:49 pm, a motion was made by Scott Logan, seconded by Sonia Hernandez to adjourn the meeting. All ayes. Motion carried.

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/14202/minutesevents2021-03-16.pdf